Facilities Manager - Pietermaritzburg at Excellerate JHI

About the role

• We are seeking an experienced and dynamic Facilities Manager to oversee the operational activities of our large regional shopping centre. This pivotal role involves managing the comprehensive range of facilities services, ensuring the smooth operation and maintenance of our asset, and driving excellence in all aspects of building management.
• Reporting directly to the General Manager, you will be responsible for managing the full spectrum of facilities operations from an expense perspective. While focusing on maintaining and enhancing the asset's technical systems, you will delegate non-technical services to appropriate staff.

What you will bring

• Degree in Mechanical or Electrical Engineering
• GMR2 certification
• A minimum of 10 years' post-graduate practical experience in operation and maintenance relevant to the class of machinery required. Experience in Facilities / Operations / Technical Management preferable.
• Passed the examination on the Act and regulations held by the Commission of Examiners, or a certificated engineer.
• Tertiary qualification in Facilities Management, OHS knowledge/training, and management training will be advantageous.
• Extensive experience and knowledge in HVAC, electrical, and other building systems.
• Proven experience in maintenance management.
• Strong understanding of lease conditions, housekeeping principles, and statutory requirements.
• Experience in overseeing tenant installations, managing tenant churn processes, and ensuring smooth transitions for vacating and new tenants.
• Knowledge of cost budgeting and control.
• Expertise in managing utility services, focusing on cost-efficiency and consumption, and implementing sustainability initiatives.
• Knowledge of effective procurement processes and governance, overseeing the acquisition of goods and services.
• Advanced Computer literacy, MS Office (including Excel), and property management systems, example SAP or MDA.
• Strong verbal and written communication skills, with the ability to negotiate effectively and build relationships with tenants, brokers, and other stakeholders.
• Proven ability to manage and lead a team.

What you will be doing

Budgeting & Expense Control (20%):

• Contribute to the annual expense budget and manage monthly expense budgets.
• Oversee purchase orders through the Helpdesk and manage procurement within budget limits.
• Maintain and manage the stock register, issuing work orders, and completing works orders as needed.
• Procure stock from authorized suppliers and ensure building maintenance expenses are below market rates.
• Maintain accurate stock records and benchmark actual maintenance costs against the year-on-year average growth over a three-year cycle.

Building Management & Administration (55%):

• Manage and execute emergency and routine maintenance for the building.
• Oversee all soft services, including cleaning, security, landscaping, and waste management.
• Conduct housekeeping inspections and reinstatement inspections as per the inspection program.
• Perform vacancy and CAD vs vacant space inspections to ensure building inventory is up to date.
• Prioritize maintenance items according to budget and ensure effective control of service levels and maintenance identification.

Effective Control:

• Monitor tenant and client service complaints, manage adherence to house rules, and report any transgressions.
• Manage work permits, issue and audit parking access permits, and liaise with internal and external parties for good housekeeping.
• Attend to logged calls and register foot counts in shopping centers.
• Implement and monitor emergency plans, statutory requirements, and coordinate public liability and property damage claims.
• Chair OHSA meetings and manage utilities, including energy management, meter readings, and municipal accounts.

SLA Management:

• Conduct monthly meetings with contractors and manage contract requirements and deliverables.
• Chair OPS meetings, manage minutes and actions, and oversee walkabouts and findings.
• Monitor sustainability initiatives and manage Capex projects, including project management, flysheets, and meeting minutes.
• Repairs & Maintenance:
• Action planned and variable repairs and maintenance items on a monthly basis.
• Assist with annual building inspections and ensure detailed reporting.

Tenant Management (10%):

• Act as the on-site project manager for tenant installations, revamps, and upgrades.
• Manage tenant improvements and projects, including specifications and project management in collaboration with the Centre/Property Manager.

People Management (Internal & External) (15%):

• Oversee internal staff performance management, training, and development.
• Ensure all personnel are fully competent in their duties and provide training and support to address any skill gaps.
• Address any underperformance promptly and manage staff as per prevailing conditions of service.
• In this role, you will play a crucial part in maintaining and enhancing the operational efficiency of the shopping centre, ensuring a safe, functional, and welcoming environment for all tenants and visitors.